TA Posting System Instructions for Administrators

The TA Posting System is just one of the systems used in the TA Appointment Process. This part of the website provides step-by-step instructions for administrators to help manage the TA job posting process.

Please note: The links to the webpages are all linked to the live pages. If you want to link to the CMS pages, replace "oise.utoronto.ca/" with "oise.utoronto.ca/preview" in all instances.

Step 1: Confirm Roles in the Role System (week of Feb 23)

As part of the planning exercise, administrators should verify that the role system is updated with accurate names of administrators, approvers, and unit heads that will need to access the system. The data that is updated should reflect the members of the roles as of the new academic year for which you are planning.

Step 4: Supervisors submit TA jobs online (March 2- 20)

On the Jobs tab, click on + Add New Posting and ensure that the year indicated it the appropriate year of the assignment.

A new window will open.

Answer the questions What is your overall Graduate Program Responsibiity and Reasons for requesting a TA" in the text boxes below each question.

Under Unit:, choose the appropriate unit

Under Supervisor, choose your name. The Supervisor here indicates the person who will go through the hiring process (i.e., review application, possibly interview, make final ranking decisions)

Under Course Number and Title: select the course in which the TA will be working. If the course is not listed or the TA will be working in multiple courses, select the blank field (at the top of the list) and use the next field "Course Option:"

If you will be usingCourse Option:, list the course number and title for the position. (For example, "ABC123H Psychological Foundations").

Under Per Course Enrolment (estimated):, indicate the number of students in the class.

Under Number of Positions:, indicate the number of positions

Under Dates of Appointment:, indicate Sept 1 YYYY - Dec 31 YYYY for the Fall term, Jan 1 YYYY - April 30 YYYY for the Winter term, and Sept 1 YYYY - April 30 YYYY for a Full Year.

Under Delivery Mode:, select Face-to-face.

Under Duties may include:, list the duties for which the student will be responsible. These are typically the duties that are listed (in more detail) on the DDAH form.

Under Qualifications (Special Skills, Interests, Experiences expected):, list the qualifications of the applicant.

Click on Preview Job Posting

Review the details of your job. If you are satisfied with the job posting, click on Save Job Posting.

If you want to edit it more, click on Edit Job Posting, make your changes and then Preview Job Posting again.

During a working meeting, the Approver, Unit Heads and the Administrator will match continuing TAs with subsequent appointments and approve remaining jobs as new TA postings for the year. By this meeting a list of all confirmed continuing TAs and a list of approved jobs should be available.

Setting the Job Posting State to Available Subsequent or Posted indicates that the approver has approved this job from a budgetary standpoint.

To mark approved TA postings as Available Subsequent, Posting or Not Posted:

Confirm that the year 2015/2016 is selected next to Select Year; A list of all jobs posted will appear

For each job, click on the JobID on the left hand side of the list

A pop-up window will appear showing the details of the job. Review the details.

Under Job Posting State, all jobs that have been posted with show as Submitted. Based on the decision, select one of the following:

Available Subsequent if the job posting is approved and intended to be matched with a continuing TA

Posted if the job posting is approved to be posted as a new TA postion; enter the Post Start Date and Post End Date (note: that the Collective Agreement requires the job to be posted for 20 working days)

For each Available Subsequent Assignment that needs to be matched, click on the Add Student to Job icon (looks like a plus sign on the right hand side of the list)

Find the student who will be matched under the Available Students list

Drag the student's name into the Successful Students column

Go to the top of the screen and click on Back. This will bring you back to the list of TA postings.

You can check if the student was matched correctly by clicking on the View Applicants icon on the right side of the list under Actions. The student's name will appear in a list with Successful under State.

Step 8: Update the TA Pre Applicants Role in the Role System (April 10)

Continuing TAs that are not matched will have the opportunity to view any Available Subsequent Assignments that have not been matched and show their interest. In order for the Continuing TA to access the system, they must be a member of the TA Pre Applicant Role in the Role System.

Any continuing TA that was not matched will have the opportunity to view the available subsequent assignments exclusively for the week. They will show their interest in any of the positions by submitting their cv and cover letter. Studentsmust login with their UTORid to view and apply for any available subsequent assignments.

Once they have chosen the jobs they want to be considered for, they should rank the jobs in order of preference. Ranking their job preferences will help you offer them the best possible job if they have been selected for more than one position.

To apply to the position, click on the Yes checkbox next to Would you like to apply?

In the Cover Letter box, students provide a brief explanation and description of their skills that demonstrate that they are a suitable candidate for the position. This is essentially their covering letter.

Upload their resume by clicking on Browse... to select a file from your computer. Please note that you may only upload the following formats: pdf, Word, rtf and txt files

Click on Submit & Apply to submit their application

If they do not want to submit their application, click on Cancel/Close. This will discard any information that they entered.

Once they apply for a job, the job will disappear from the Jobs tab and show up in the My Jobs tab.

There is no maximum number of jobs for which they can apply. However, once they have submitted an application to a position they cannot change or delete it. You should, therefore, encourage them to review the position and their application details carefully before submitting their application.

To rank their jobs:

Go to theMy Jobstab

Click anywhere on the job line of the job they want to rank

Drag the entire line up or down depending on where they want to place it in the rank order

Release the line. Once they release the line, the rank list will be updated.

Communication:

Send the continuing TAs who need access to the system an email with links and instuctions on how to indicate their preferences online.[Sample text]

During this week, supervisors will have the opportunity to review the qualifications of the continuing teaching assistants who indicated an interest in the remainaing subsequent assignments. They may also interview them, if necessary. At the end of this step, unit heads will be asked to rank the students that indicated a preference for their positions.

Communication:

During the week of April 13 - 17 , send Supervisors an email notifying them about the process of reviewing and ranking applications.[Sample text]

On the Jobs tab, click on theview applicants icon(top left image) under"Actions"

A list of the applicants will appear below the assignment line

Under"Rank", click on the drop down menu. Initially the drop down menu will only include three options:"Not Ranked";"Not Qualified"; and"1"

Select the most qualified person for the assignment and mark them as"1". Once you rank the first applicant, more numbers will appear in the drop down menu.

Select the next qualified person as"2", and so on.

Select any person that is not qualified as"Not Qualified".

The system will automatically re-sort the list from the most to least qualified.

Please note:You only need to rank applications for jobs that were "Posted"

Step 12: All Available Subsequent Assignment matches are finalized on the TA Posting System (April 27 - May 1)

Once supervisors have ranked the continuing teaching assistants, the administrator makes final matches based on both the instructors ranking of the student and the student's ranking of their preference under the direction of the Associate Dean and Unit Heads.

For each Available Subsequent Assignment that needs to be matched, click on the ViewApplicants icon (top left icon under Actions). If there were any continuing TAs that were interested in the postion, the icon will be dark blue. If there was no interest, the icon will be light blue. A list of students will appear. The Unit Head's ranking of the student will appear under Rank.

For each Available Subsequent Assignment that needs to be matched, click on the Add Student to Job icon (looks like a plus sign on the right hand side of the list)

Find the student who will be matched under the Available Students list. You will be able to see how they ranked this job by looking at the first number in the parentheses next to their name.

Drag the student's name into the Successful Students column

Go to the top of the screen and click on Back. This will bring you back to the list of TA postings.

You can check if the student was matched correctly by clicking on the View Applicants icon on the right side of the list under Actions. The student's name will appear in a list with Successful under State.

Step 13:Unmatched Available SubsequentAssignments are reposted as a New Assignment (May 4 - 5)

Assignments that were not matched with a continuing teaching assistant is reposted as a new teaching assistant position, open to any student to apply. By re-posting this job as a new job, the unit head is able to edit any details about the job (i.e., the number of positions, the supervisor, etc.)

Confirm that the year 2015/2016 is selected next to Select Year; A list of all jobs posted will appear

For each job, click on the JobID on the left hand side of the list

A pop-up window will appear showing the details of the job. Review the details.

Under Job Posting State, all jobs that have been posted with show as Submitted. Select Posted.

Enter the Post Start Date and Post End Date (note: that the Collective Agreement requires the job to be posted for 20 working days). The posting dates can also be set by the Administrator after the job has been approved to be posted.

Click Close

Step 15:New TA job postings are open for all graduate students to apply (May 8 - June 5)

All new TA Assignments that were approved for posting are posted to all graduate students for 20 working days,as per the Collective Agreement. Unit Heads review applications, rank and successful matches are made. As part of the approval process, the posting dates will have been set for these dates.

You must login with your UTORid to view and apply for any available TA positions.

Once you login in, you will see a list of available TA positions below in theJobstab.

Click on theView/Applylink to view the details of the TA position

Review the details of the position

If you want to apply to the position, click on theYescheckbox next toWould you like to apply?

In theCover Letterbox, provide a brief explanation and description of your skills that demonstrate that you are a suitable candidate for the position. This is essentially your covering letter.

Upload your resume by clicking onBrowse... to select a file from your computer. Please notet that you may only upload the following formats: pdf, Word, rtfandtxtfiles

Click onSubmit & Apply to submit your application

If you do not want to submit your application, click onCancel/Close. This will discard any information that you entered.

Once you apply for a job, the job will disappear from theJobstab and show up in theMy Jobs tab.

There is no maximum for which you can apply. Once you have submitted an application to a position you cannot change or delete it. We, therefore, encourage you to review the position and your application details carefully before submitting your application.

Instructions for students to rank jobs by preference:

The original order of jobs will be the order in which you applied for the positions. You have the option of ranking them in order of job preference. Ranking your job preferences will help the administrators offer you the best possible job if you have been selected for more than one position.

To rank your jobs:

Go to theMy Jobs tab

Click anywhere on the job line of the job you want to rank

Drag the entire line up or down depending on where you want to place it in the rank order

Release the line. Once you release the line, the rank list will be updated.

Communication:

Send all graduate students an email with links to the TA Posting System for Students (that has instructions on how to apply), deadline dates and any instructions on activating their JoinID or UTORid.

Step 17: All New TA jobs matches are finalized on the TA Posting System (June 22 - 26)

Once supervisors have ranked the applicants, the administrator makes final matches based on both the instructors ranking of the student and the student's ranking of their preference under the direction of the Associate Dean and Unit Heads.

For each Posted job, click on the ViewApplicants icon (top left icon under Actions). If there were any applicants to the postion, the icon will be dark blue. If there no applicants, the icon will be light blue. A list of students will appear. The Unit Head's ranking of the student will appear under Rank.

Step 18: Successful matches in the TA Posting System are transferred into the TA Tracking System (June 29)

All successful matches made on the TA Posting System are transferred into the TA Tracking System.